The e-invoice has gained immense importance in the business landscape, as it streamlines processes and reduces the administrative burden for millions of companies. Therefore, in this context, it is crucial to understand two concepts separately: the digital signature and the digital certificate. Often, these two ideas are used interchangeably, but they have significant differences. Therefore, in the following lines, we will break down what a digital certificate is and what it is used for, as well as the digital signature. Furthermore, we will analyze their validity, when and who should use them, and what procedures you can carry out with them. And, above all, we answer the big question: digital signature or digital certificate?
Are digital signatures and digital certificates the same? Main differences
To begin, it is essential to clarify that digital signature and digital certificate are not synonyms, although both are commonly used in the field of electronic security. A digital signature refers to the process of applying an electronic signature to a document, while a digital certificate is the tool that supports this signature.
What is understood by digital signature?
On the one hand, the digital signature is a process that allows a person or entity to securely sign an electronic document. And not only that, but it is legally binding. As for how it is generated, it is through cryptographic algorithms. Specifically, a unique electronic representation of the signer’s signature is created on the document.
In turn, the digital signature process involves generating a unique signature based on the document’s content and the private key of the signer’s digital certificate. This signature is attached to the document and stored along with the information contained in the digital certificate.
What is understood by digital certificate or electronic certificate?
On the other hand, a digital certificate is an electronic file that contains information about the holder’s identity, the corresponding public key, and the issuing entityof the certificate. This entity is responsible for verifying the applicant’s identity before issuing the certificate.
Furthermore, the digital certificate is essential for verifying the authenticity of a digital signature. Likewise, when someone receives a digitally signed document,they can use it to confirm that the signature shown is legitimate and that the document has not been alteredby anyone.
At this point, it is also important to clarify. One of the main differences between these two terms is thatthe digital signature is applied to the documentitself. In contrast,the digital certificate is stored on the signer’s device.This means that the certificate is necessary to verify and support the signature. Therefore, its loss will jeopardize the security of the signature.
The validity of digital signatures and digital certificates
When discussing digital signatures or digital certificates, another crucial aspect is their respective validity. In this regard,both have a period of validity, which is generally one year or more.But what happens when that period expires and they become invalid?
Therenewal or acquisition of a new digital certificate are necessary processes that you should keep in mind or notedto maintain the integrity of your digital signatures. In such a situation, you should know where or to whom to turn to renew them:
In Spain, for example,the issuing entity for digital certificates and signatures is usually the National Mint and Stamp Factory (FNMT).However,there are also other authorized certifying entities, such as Izenpe in the Basque Country (the electronic identification service of the Basque Government).
The point is thatthe digital signature is valid as long as the associated digital certificate is current.When the digital certificate expires or is revoked, signatures made with that certificate will no longer be valid. Therefore, it is essential to renew the certificate to ensure the continuity of your business operations.
In turn, the EU has also taken charge of ensuring the security and validity of cross-border operations. To this end, it offers the eIDAS regulation, which provides greater security and convenience to any online activity requiring a digital signature. These would include, for example:
- Submission of tax declarations.
- Enrollment in foreign centers and universities.
- Remote opening of bank accounts.
- Company formation in other member states.
And, of course, the authentication of online payments made by any company to businesses based in other EU countries, as well as online tenders.
When and by whom should they be used?
Another classic question about digital certificates or digital signatures is who can use them and in what situations: only companies and SMEs?, anyone? for what type of procedures?
Digital signatures and digital certificates are essential in various situations where security and authentication are necessary. Some of the most common cases in which you should use them are:
- For electronic invoices. In Spain, electronic invoicing is a reality in commercial operations. Both companies and self-employed individuals can use digital signatures and digital certificates to sign electronic invoices, which streamlines processes and guarantees their authenticity.
- In procedures with Public Administrations. The digital certificate is necessary to carry out numerous procedures with Public Administrations. For example, submitting tax declarations, applying for subsidies, or accessing personal data through the Cl@ve platform.
- For financial management. The digital signature and digital certificate are also useful for carrying out online banking transactions, as well as for securely signing financial contracts.
- Signing contracts and commercial agreements. In the business world, both tools are necessary for sealing commercial agreements, as they save time on travel and resources.
- As access control. Furthermore, companies use digital certificates to control access to sensitive company systems and resources, ensuring information security.
However, not everyone can use the digital signature and certificate in the same way. The certificate is issued to individuals or legal entities that meet certain identification and authentication requirements. So to obtain one, it is necessary to provide documentation that supports the applicant’s identity.
– As an individual you can obtain a digital certificate by presenting your identification document and completing the required procedures.
– As a company you will be asked for additional documentation, such as the commercial register and notarized powers of attorney.
Finally, the digital signature you will be able to use once you have access to the digital certificate. From then on, any person or entity holding that certificate can use it to sign electronic documents.
What procedures can I carry out with a digital certificate?
As you will now understand, the digital certificate is a most versatile tool. It gives you the possibility to carry out a wide variety of online procedures securely. Some of the most common include:
– Submission of tax declarations. You can file your taxes online, such as Personal Income Tax (IRPF) or Corporate Tax, electronically.
– Management of grants and aid. Both companies and individuals can apply for grants and aid through the electronic platform using their digital certificate.
– Access to personal data. You can access your personal data stored by the Public Administration, such as that held by Social Security or the Tax Agency.
– Signing legal documents. The digital certificate is essential for electronically signing contracts, commercial agreements, and other legal documents.
– Banking operations. Use your digital certificate to perform secure online banking operations.
Furthermore, at easyap we go further and explain to you how to consult filed tax declarations previously and using the certificate.
How to digitally sign a document with a digital certificate
At this point, we explain to you how to digitally sign a document. To do this, follow these steps:
- Select the document you want to sign.
- Use a digital signature software tool that is compatible with your digital certificate.
- The software will prompt you as a user to choose the digital certificate you want to use to sign the document.
- Once selected, the software itself will generate the digital signature and apply it to the document.
- The digital signature is attached to the document, and it is then digitally signed.
It’s important that you are aware of what this implies: by digitally signing a document, you are guaranteeing its integrity and authenticity. In other words, any alteration could be easily detected upon verification.
easyap’s role in electronic signature
This is where easyap comes in: a solution that simplifies and streamlines the digital signature process. Our intuitive and user-friendly platform facilitates electronic document management by allowing contracts, invoices, and other documents to be signed securely and efficiently.
Furthermore, easyap easily integrates with digital certificates, which means you can leverage their security to ensure the authenticity of your online signatures. Furthermore, you don’t need to be a tech expert to digitally sign documents, as the platform guides you through the process in a simple way.
The platform also offers you a record and tracking of all digital signatures you make, which is fundamental for document control and management. In summary, we provide an easy-to-use interface and seamless integration with digital certificates, saving you time and ensuring the validity of your files.
In conclusion, digital signatures and digital certificates are essential pillars in the business and administrative environment. Both guarantee the authenticity and security of electronic transactions. With a digital certificate, you can carry out a wide range of procedures. So many that their importance in the era of e-invoicing is already undeniable. But, if you want to know more or still don’t understand the difference between the two, contact us: you need it to maximize their benefits.
